BIPOSA 2017 Information for free paper presenters

AUDIO VISUAL FACILITIES GUIDANCE NOTES – FREE PAPER PRESENTERS

Please read this information carefully and take note of the advice given. If you are unsure about anything then please ask.

We’re offering only single data (PowerPoint using Windows 10, Microsoft Office 2017) projection or single video projection.

The format of the screen will be widescreen. Please make sure that your PowerPoint presentation is saved in 16:9 format. In Microsoft Office 2013 and later versions the default format for PowerPoint is now 16:9 (which is widescreen format). Failure to do use the correct template for your slides will result in your slides displaying incorrectly.   If you are using an older version of PowerPoint you must change the slide master size from standard to widescreen before you start creating your presentation.  We cannot emphasise this strongly enough.  If you do not adhere to this instruction your presentation will not display correctly on the screen.  You can download our slidemaster template BIPOSA Presentation Template for PowerPoint 2013 or BIPOSA Presentation Template 97-2003 for older versions of PowerPoint.

We are using one lectern in the lecture hall.

Your presentation must be in PC not MAC format: for the free paper sessions we cannot accommodate MAC format files. Your presentation must be in PowerPoint. You must upload your presentation by the specified deadline of Monday 18th September at 10 am. Once submitted, your presentation cannot be changed.

We will provide a fixed microphone on the lectern and a remote mouse / laser pointer. We will also provide a comfort monitor so that you can easily view the screen.  There will be a countdown monitor and the sound will be cut if you overrun your allotted time. It is in your own interests to check how the controls work on the lectern. The technician will be pleased to run through this with you during the break, lunch times or before the start of the sessions (if appropriate).

We will provide an LCD Data Projector that is capable of resolving an image resolution of at least 1366 x 768 pixels with a minimum of 7k lumens.

Audio – If your presentation has audio please draw our attention to this. You should make sure your audio format is: .m4a files encoded with AAC audio, Advanced Audio Coding – MPEG-4 Audio file, .aiff, .au, .mid or .midi, .mp3, .wav, .wma

Video – If your presentation has video in it, please draw this to our attention.   Please note that different versions of Microsoft Office support different video file formats. We therefore strongly recommend that you use Microsoft Office 2013 which supports the following video files: .MP4, .M4v, .mov, Adobe Flash Media .swf, Windows Media file .asf, Windows Video file .avi, Movie file .mpg or .mpeg, Windows Media Video file .wmv

If your video is in any other format then you should convert it using either Microsoft Windows Media Encoder or Windows Media Player. Although your audio or video file may have the same file extension as one listed above, it may not play correctly if the correct version of the codec is not installed, or if the file is not encoded in a format that is recognized by your version of Microsoft Windows. Refer to Microsoft site for more information on converting files and using the correct codec.

Timing The programme is tightly scheduled and it is essential that your talk does not overrun the time that you have been allotted. There will be a countdown monitor on the speaker lectern, which will show you the total amount of time you have. The moderator will cut your microphone when the countdown reaches zero.

There are two types of free paper presentations at the BIPOSA Meeting this year: rapid-fire and free paper. You will have been notified accordingly or refer to the programme where each session has been clearly identified.

Rapid Fire Free Paper Presentations

All rapid-fire free paper presenters have a maximum of 4 minutes. This is comprised of 3 minutes presentation and 1 minute discussion.

You must have no more than six slides excluding your title slide. Your presentation will be returned if there is more.

You should use a standard Windows font (i.e. one that is included with Windows and not one you have downloaded or installed from elsewhere).   Special fonts will be lost if they are included in your presentation.

Free paper presentations

All free paper presenters have a maximum of 9 minutes. This is comprised of 7 minutes presentation and 2 minutes discussion.

We recommend that you have no more than fourteen slides excluding your title slide.

You should use a standard Windows font (i.e. one that is included with Windows and not one you have downloaded or installed from elsewhere).   Special fonts will be lost if they are included in your presentation.

If you are showing a video, it should be edited to 3 minutes or less duration. Please refer above to information on video formats

Good practice for slide presentations:

1. Slides should be brief and to the point
2. Adopt the motto of Mies van der Rohe: “Less is more”
3. No more than 6 bullet points per slide
4. No more than six words per line / bullet point
5. Avoid wrapping the text
6. If you put a lot of text on slides it is distracting and detracts from your message
7. Don’t use multiple columns
8. Avoid animations
9. Avoid all upper case even in titles
10. Text in white, bright yellow or black if using white slide background
11. Background should be as deep a blue to black or white, plain, with no fancy effects or borders
12. Body text should be minimum Arial 32pt
13. Images should be highest resolution possible
14. PowerPoint does best what it was first created to do: charts and graphs
15. PowerPoint is there to reinforce visually
16. Don’t let your PowerPoint presentation become a replacement for you!
17. Let the objective of your talk be your guide and use PowerPoint only when it makes sense to

Presentation Submission

You must submit your PowerPoint presentation by the deadline of Monday 18th September at 10 am to our server located here

Please save your presentation and use the following format to name your file.

Your assigned number, which refers to the day and time of of presentation, followed by your surname:

E.g.: Thur0949smith, Wed1719smith, Fri1003smith

It is your responsibility to check that BIPOSA has received the presentation.

If you don’t send in your presentation by the deadline of Monday 18th September at 10 am then unfortunately it will not be included on the day.

Please do not ask to amend your PowerPoint presentation after it has been submitted.